Administrative Coordinator I

Job Title

Administrative Coordinator I

Agency

Texas A&M University

Department

Vet Med-Teaching Hospital

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Our Commitment

Texas A&M University is committed to promoting a culture that embraces, expands, and celebrates inclusion, diversity, equity, and accountability that enriches the learning and working environment for all visitors, students, faculty, and staff.  Diverse perspectives, talents and experiences are invaluable to our mission and support our core values .

Who we are

The Veterinary Medical Teaching Hospital (VMTH) includes the Small Animal Hospital http://vethospital.tamu.edu/small-animal-hospital and the Large Animal Hospital http://vethospital.tamu.edu/large-animal-hospital , both of which are dedicated to A Better Life Through Compassion, Innovation, and Discovery. We work with great people, great clinicians, and great educators with a passion for animals and educating others that allows us to provide total care for animal patients while helping to train the next generation of veterinarians at the only veterinary teaching hospital in the state of Texas!

What we want

We are looking for an Administrative Coordinator I, to join the Administrative Office of our Veterinary Medical Teaching Hospital! We need an individual who will promote teamwork and respect in the workplace and in all interactions with internal and external clientele. The Administrative Coordinator I, is responsible for providing support to the administrative office of the Veterinary Medical Teaching Hospital. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability (IDEA) as stated above. If you enjoy working with diverse individuals and a variety of duties, we invite you to apply to be considered for this opportunity. 

What you need to know 

Work Schedule - Ability to work alternative shifts, holidays, weekends, and on-call duty. Essential Personnel - This position is considered essential when the University declares an emergency, campus closure, class cancellations, etc., and are therefore required to report to work and remain on duty unless or until relieved by their direct supervisor.

Cover Letter/Resume’: A cover letter and resume’ are strongly recommended. You may upload these on the application under CV/Resume.

COVID-19 information:   Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience
• Two years of experience in office administration

Required Knowledge, Skills, and Abilities:

• Working knowledge of spreadsheet, presentation and word processing software programs
• Interpersonal and communication skills and ability to plan and organize effectively
• Ability to multi-task and work cooperatively with others
• Must have a high level of professionalism, customer service, efficiency and confidentiality skills

Other Requirements or Other Factors:

• Provides quality customer service to internal and external customers/clients
• Persons in this position are considered essential when the University declares an emergency, campus closure, class cancellations, etc., and are therefore required to report to work and remain on duty unless/until relieved by the direct supervisor

Preferred Education and Experience:

• Bachelor’s degree
• More than two years of experience in office administration. Two years of experience in project management

Responsibilities:

• Administration - Provides administrative support to Assistant Dean - Hospital Operations and Administration staff with daily calendar management, routine operational details through the screening and distribution of mail, visitors, and phone calls. Assists in resolving complex, highly sensitive and confidential administrative matters.

• Internal and External Communication - Is responsible for complex communications in person, orally, written, and phone with a variety of constituent groups including students, staff, faculty, and external constituents including clients and visitors. Responds to non-routine information requests.

• Event/Meeting Support - Plans and provides logistical and administrative support for events, meetings and other special functions, including on-site support. Schedules meetings. Performs necessary research in preparation for meetings. Provides agendas, reports and staffing assistance to meetings. Assures the confidentiality of mail, correspondence and reports.

• Department Correspondence - Maintains departmental files of correspondence and related materials. Facilitates reports of building maintenance issues and facilities requests appropriately for resolution. Manages department parking spaces, temporary hangtags and facilitate appeals of client parking tickets. Creates and maintains necessary database to track administrative files and records including client correspondence and surveys, facilities requests and parking. Coordinates retention of office files and records.

• Business Office Support - Provides assistance to Administration Business Office in in maintaining General Checks received log and in processing Zero balanced letters.

• Office Administration - Develops, evaluates, and ensures adherence to office procedures. Monitors office procedures to eliminate duplication of effort and to streamline flow of operations. Manages and maintains Administrative Office supplies and inventory. Performs advanced word processing, desktop publishing, presentation and data management activities and assists supervisors, and staff. Assists in problem solving for office activities. Performs other duties as assigned.

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

In accordance with the federal contractor vaccination mandate , specific facilities at The Texas A&M System may be considered a covered contractor workplace with covered contractor employees. Therefore, successful applicants for this position may be subject to the federal mandate and will be required to be fully vaccinated against COVID-19 as a condition of employment unless an approved medical or religious accommodation is in place.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/AffirmativeAction/Veterans/Disability Employer committed to diversity.